Email Service Recommendations

[Mike Witt]

Hi all,

I'm looking for recommendations for email services.

Here's the situation. I have a handful of Wordpress sites, scattered
over various hosting companies (mostly Bluehost and Siteground). All of
these sites need to send outgoing email, and some of them need to
receive mail.

Right now each site sends (and some receive) mail through the servers
of the respective hosting company. This situation is undesirable for a
number of reasons, but the main catalyst here is that I'm hoping to
move a couple of these sites to AWS Lightsail and (especially
receiving) mail there is very different from the other providers.

So I'd like to consolidate all my mail services with one provider.

I need:
(1) A regular outgoing mail server.
(2) POP and IMAP for incoming mail.

Like to have:
(1) Forwarding, for people who don't want to set up POP.
(2) A webmail interface (for quick access when on the road or whatever).

Now one thing I'm not to clear on is whether I have to be concerned
about the "reputation" of the mail server provider. All of the records
that I have to put in place (various TXT records with things like SPF
and DKIM records) are on my domains. But obviously the servers that I'm
going through will also show up in the mail headers. I have no idea if
people like Google, Hotmail, etc filter on these or not.

In terms of payments, I'd be better off with someone who charges by
volume, rather than by domain, since I've got a number of domains (and
subdomains!) but the actual amount of email in total is quite small
(averaging less than 100 messages a day for all my sites together).

Appreciate any ideas!

-Mike

[Andreas Andrews]

Hi Mike,

Things I do:

- I use dedicated email providers for all mail inboxes, either G-Suite or Zoho (they both used to be free, but now new signups must pay)

- For simple email aliases I use https://improvmx.com/

- I use an easy SMTP plugin (whichever tickels my fancy - ie. has good ratings, is compatible and used widely/recommended by others, and is up to date) and the past I've used (Postman, Gmail SMTP and another which I've forgotten the name of)

Things I don't do if I can help it:

- Using web servers to handle/store emails (with backups as an exception, but even then why not just use a separate storge location?)

- Relying on the built-in PHP mailer to send outgoing mail from websites, I try to switch to SMTP immediately if email is of importance.

You can use G-Suite and Zoho as a mail server for incoming and outgoing POP/IMAP however I'm sure there will be a better solution for you somewhere.

It's possible to use Gmail as an email server if you don't want to spend anything but don't mind a lot of messing around and a potentially unreliable service if Google changes anything (such as how the server is accessed and used). It's become increasingly more difficult to do this and I don't neccessarily recommend going with it, but it might be worth knowing it's possible in case you have a use case.

As you're moving over to Amazon/AWS perhaps SES is worthy of consideration, however I have no clue about it really other than it seems robust:

https://aws.amazon.com/ses/   (Simple Email Service)

I think in conclusion perhaps the WP Mail SMTP plugin (which is very popular) could be useful for you along with a trusted 3-rd party.

Here is an article from WP Beginner which I find to be generally on point and easy to follow:

https://www.wpbeginner.com/wordpress-plugins/wp-mail-smtp/

Some examples of who that third party email server/hosting provider might be are:

"Hosted Email Provider Reviews

    GoDaddy Web Hosting.
    Rackspace Hosted Exchange.
    Zoho Mail.
    IceWarp Cloud.
    G Suite by Google Cloud (for Business)"

But I only have experience using Zoho and G Suite (which I've just today realised has now been renamed yet again to Google Workspace... it used to be called Google Apps)

You probably don't need ImprovMX thinking about it, however it's such an easy to use, free and useful tool that it deserved a mention.

All the best,

Andreas

[Mike Witt]

Thanks Andreas, I'll take those things into consideration.

I had not heard of Zoho mail before. A look at their "pricing" link
seems to imply that they charge "per user." I guess that means per
email address? (If you're on the free plan then perhaps you don't know.)

Anyway, thanks very much for all that information!

> <https://aws.amazon.com/ses/>

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[Andreas Andrews]

Personally I believe that Zoho (although they have started charging) is one of the cheapest and fully featured options. I think you might still find a way to get a free version, or it might be less than a £1 per user, not per email address.

It's possible to set up multiple aliases for free using Zoho on it's own and you can always set up aliases using another services like ImprovMX. Then if you want to store emails in multiple inboxes or use more server resources (ie. you have more than 5GB or so of emails to migrate/store etc.) then you'll probably start paying more.

I've had a glance and they have brought back a free forever plan also but without IMAP/POP so for the way we'd be using it purely for hosting emails that might be less useful, but perhaps there is a workaround.

I would also look at the Zoho mail plugin for WordPress and the documentation around it:

https://www.zoho.com/mail/help/zohomail-plugin-for-wordpress.html

https://www.zoho.com/uk/subscriptions/help/wordpress-integration.html

Although I didn't use those, I just set it all up manually myself.

A.

[Andreas Andrews]

I only use Zoho for one specific use case, I'm really not familiar with what's going on with it. I've set it up and just left it and it works. I rarely have to visit their website or control panel, I just use their servers really via POP/IMAP or I guess in some cases SMTP I think (I can't even remember as I set it up years ago and it just works)

I was curious so I asked support as I wanted to know also...

"

So if you are looking something like Transactional emails, you can utilize Zoho Transmail

https://www.zoho.com/transmail/ - please refer the link for more details

The free plan has been revised, the current free plan offered doesn't support IMAP/POP

but the free plan supports SMTP

[Mike Little]

Hi everyone,

If you only need outgoing transactional mail from your web site (that is, woocommerce receipts, password resets etc) and they are important, I can recommend postmarkapp.com $10 per month for 10,000 emails any number of domains. You set up your domains with them and use either their official WordPress plugin or any SMTP plugin to send mail out through their service. They have great instructions and support. Setting up properly will involve making DNS changes to set up the CNAME and TXT records they require. This will help deliverability. I recommend also using their free DMARC service too. 

If you need to receive email (that is, an inbox) then Zoho is pretty good. If your client does not have a preference for an email client, then Zoho's forever free service provides a single 5GB inbox, one custom domain, multiple email aliases, a pretty good webmail experience, and a mobile app. (But no imap/pop3 - though they may support smtp from the WP site).

If your clients insist on using a specific web client (eg outlook, Apple mail, etc) and so require imap/pop3, then Zoho paid option is only £0.80 per month. Eighty pence per month! If it is important enough to insist on certain requirements, then it's important enough to pay for. You also get multiple domains, domain aliases, and other features (e.g. calendar) in with that.

The only awkwardness with Zoho is that they now insist on a mobile phone number to set up a new account, and you cannot reuse a mobile number -- this means I can no longer set up accounts on behalf of my clients, even when I want to pay! So I can no longer use them for that. 

Instead I use Namecheap's email option which is £9.18 per year (1st year cheaper) per inbox. I don't like it as much as Zoho, but I can still set up accounts on behalf of my clients with this.

And even when using Zoho or Namecheap for a client's inbox, I still use Postmark.app for transactional email from the website. This is the best way to get reliable delivery.

Stay safe and healthy, best regards,

Mike

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[Andrew Crystal]

Was just starting to look into this myself to save being tied to a host quite so much (can't wait to move the last few sites away from TSO Host for example!! lol) and this is really useful.  Zoho looks like a great option although the mobile number thing might be a problem as I'd want to eventually move about 30 domains into it.... will have a look at Namecheap as well.  

Thanks for the info :-)

Andrew

[Mike Witt]

Asking for people's phone numbers is a deal breaker for me. I've also
gotten a couple of other recommendations that potentially look good
from another list, which I'd be happy to post here. If anyone wants to
compare experiences in detail, maybe let me know directly. Hmm ... I
guess we can't see each other's email. Mine is: msg2mw (at) gmail (dot)
com.

On 11/03/2020 01:18:24 PM, Andrew Crystal wrote:
> Was just starting to look into this myself to save being tied to a
> host
> quite so much (can't wait to move the last few sites away from TSO
> Host for
> example!! lol) and this is really useful. Zoho looks like a great
> option
> although the mobile number thing might be a problem as I'd want to
> eventually move about 30 domains into it.... will have a look at
> Namecheap
> as well.
>
> Thanks for the info :-)
>
> Andrew
>
> On Tuesday, 3 November 2020 at 11:02:40 UTC Mike Little wrote:
>
> > Hi everyone,
> >

> > If you *only need outgoing transactional mail* from your web site

> *still use
> > Postmark.app for transactional email* from the website. This is the

> best
> > way to get reliable delivery.
> >
> >
> > Stay safe and healthy, best regards,
> >
> > Mike
> >
> >
> >
> > --

> > *Mike Little*
> > *WordPress Specialist*

> >
> > Web: mikelittle.org
> > Twitter: @mikelittlezed1
> > LinkedIn: linkedin.com/in/mikelittle
> > Newsletter: https://mikelittle.org/subscribe
> >
> > Founder and Director

> > *Zed1.com Limited*

> <https://groups.google.com/d/msgid/manchester-wordpress-user-group/0f3f320a-c056-4ea5-b16b-5d7ac77bc957n%40googlegroups.com?utm_medium=email&utm_source=footer>
> >> .

> >>
> >
> >
> >
> >
> >
>
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[Mike Little]

On Tue, 3 Nov 2020 at 20:31, Mike Witt <msg...@gmail.com> wrote:

Asking for people's phone numbers is a deal breaker for me.

They do it to optionally enable two-factor-authentication and to stop spammers. As a free email service, spammers are a massive problem both for reputation and consuming your resources. This is their solution.

It's only a problem for me because it won't let me set up more than one account with my phone. I'd continue to use them if they let me pay for more than one account on the same phone number.

 

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Stay safe and healthy, best regards,

Mike

-- 

Mike Little

WordPress Specialist

Web: mikelittle.org

Twitter: @mikelittlezed1

LinkedIn: linkedin.com/in/mikelittle

Newsletter: https://mikelittle.org/subscribe

Founder and Director

Zed1.com Limited

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[Andrew Crystal]

Thanks Mike, have sent you an email :-)

So I'm guessing that you can't manage multiple domains from one account on Zoho and need an account for each one?

[Mike Little]

On Thu, 5 Nov 2020 at 13:54, Andrew Crystal <andrew...@gmail.com> wrote:

Thanks Mike, have sent you an email :-)

So I'm guessing that you can't manage multiple domains from one account on Zoho and need an account for each one?

You can manage multiple domains from one account. You could have one (or more) inbox for each domain and have your clients log into their inbox. You'd have to pay for each inbox, but if you are charging clients, that's fine. But I'd rather have the clients manage and pay for their own once account I've set it up. But I may change my mind at some point. 

I do have one of my accounts for my own domains, but have several domains all come into the one inbox. 

Mike

 

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[Andrew Crystal]

Thanks Mike, that might work for what I need then and I'll have a look into it.  Mike (msg) also gave me a link to https://mxroute.com/ as well and that looks ideal for what I need as well.

Regards

Andrew

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